Office Administrator

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Thermo Systems is a global, full-service control systems integration partner delivering premier-class automation solutions across the Energy, Life Sciences, and Mission Critical markets.

Guided by The Thermo Way, we are unified, dynamic, and committed to delivering excellence. Our culture is grounded in three core principles:

• Employee Success investing in our people and their growth
• Customer Success delivering reliable, high-quality solutions
• Financial Strength operating with discipline and long-term focus

We believe strong teams, trusted partnerships, and technical excellence drive sustainable success.

The Office Administrator supports the day-to-day operations of the assigned Thermo Systems office while providing administrative support to local leadership and employees.

As the central point of coordination for office operations, this role manages administrative activities, meeting and travel logistics, workplace organization, and employee support to help maintain an efficient, professional, and collaborative work environment.

The ideal candidate is organized, proactive, adaptable, and enjoys working in a fast‑paced environment where no two days are the same.

• Provide administrative support to local leadership and department managers.
• Manage calendars, meetings, travel arrangements, and conference calls.
• Prepare correspondence, reports, presentations, meeting agendas, minutes, and other business documents.
• Assist with expense reports, purchase requests, and administrative approvals.
• Coordinate customer visits, internal meetings, and leadership events.
• Handle confidential information with professionalism and discretion.
• Support special projects and other administrative initiatives as needed.

• Manage day-to-day office operations, including phones, mail, filing, copying, scanning, and document preparation.
• Maintain office, kitchen, and supply inventories, placing orders as needed.
• Coordinate catering, lunches, employee events, training sessions, and customer meetings.
• Schedule conference rooms and maintain organized, presentation-ready meeting spaces.
• Coordinate travel arrangements, office equipment maintenance, facilities requests, and vendor services.
• Help maintain a clean, organized, and welcoming office environment.

• Prepare, proofread, and format business documents, reports, and presentations.
• Maintain administrative files, templates, records, and shared resources.
• Coordinate document distribution, meeting logistics, and internal communications.
• Support interview scheduling, new hire onboarding, workspace setup, and employee engagement activities.
• Receive office deliveries, coordinate shipping and receiving, and maintain inventory of office equipment and company merchandise.
• Build positive relationships with employees, customers, vendors, and visitors through professional and responsive communication.
• Collaborate across departments to support office operations and business needs.
• Demonstrate sound judgment, excellent customer service, and a team-first mindset.

• Continuously develop knowledge of company systems, processes, and technology.
• Participate in training and support continuous improvement initiatives.
• Contribute to a positive, collaborative workplace culture.

• High school diploma or equivalent required;
  Associate's or Bachelor's degree in Business Administration or a related field preferred.
• Three or more years of office administration, executive assistant, administrative coordinator, or business support experience preferred.
• Experience supporting leadership in a professional office, engineering, manufacturing, construction, consulting, or corporate environment is preferred.
• Equivalent combinations of education and experience will be considered.

• Strong organizational and time management skills…